You can access via this command the Inventory batch detail screen by the means of the [Physical inventory detail] button.
This screen displays the detail of batches available in stock by item and by warehouse. By default, only the batches that have stock are displayed. By unchecking the "Batch in
stock" option, batches with zero quantities are displayed. Searching for a batch involves the following criteria: External batch, internal batch, tracked batch (if supported), and
the various applicable dates.
Viewing the batch record
Back Office: Inventory - Query - Batch management
The batch record can be viewed using the [Batch record] button. It contains the identification elements of the batch (its references,) its creation origin (any information
linked to the document), dates and other information.
Movement history
Back Office: Inventory - Query - Batch management
The detail of movements for a batch is accessed by double-clicking the batch line, or by using the [Movement history] button. This screen displays all of the movements
that have affected the batch. By default, the movement line includes the document number, original document type, movement type, and information linked to the batch and
the quantity.
Inventory counts
Back Office: Inventory - Conduct inventory
The aim of conducting an inventory for batches is to count the physical quantities and identify them by batch on a specific date. For example, on a given day, 10 units of item
A are counted in stock: 2 for batch A, 3 for batch B and 5 for batch C. This inventory count allows you to note any possible allocation errors between batches or the physical
absence of a batch.
Generating a list
For batch-managed items at store level, the inventory list contains the detail by item/batch calculated using the information stored in the database. The list generated for an
inventory date (prior to the generation date) does not take into account those movements that have affected batches or those created after this date. The detail by batch on the
inventory date is calculated on the morning of the inventory date. Note that items belonging to a batch will populate a specific table (LISTEINVLOT) in order to associate
with the inventory list all theoretical data of the batch for all items concerned.
Transmitted inventories
Transmissions for batch-managed items are carried out by itemizing the batches, meaning that the transmission must include as many occurrences of the item as there are
batches with inventoried quantities on the inventory day. Batch numbers must be specified for the batch managed items in order to identify the batch to which the item
belongs and integrate it with the right inventory list. When the transmission is integrated, if an item is managed by batch and the batch identifier was not specified, the item
will be rejected into a new transmission (except if an exception on this item was defined for the store concerned.) The integration works as follows:
- For a partial inventory, the item will be added to the inventory list, if it is part of the items listed, or if the items match the selection criteria of the items in the list. If these
conditions are not met, the item will be rejected into a new transmission.
- For a total inventory, the item will be absolutely included in the inventory list of the corresponding store and warehouse, if the identifier of the batch is specified, or if the
item is subject to an exception.
In the Enter/Query command, the [Batch detail] button allows you to specify the batch references either by entering the relevant information, or by selecting an available
batch from the inventory detail using the [Select a batch] button.
When integrating the transmission, if the batch information is not specified for a batch-managed item, the line will not be added to the inventory list.
Entering/changing an inventory list
For batch-managed items at store level, the information linked to the batch is displayed in the section under the inventory lines. This section includes: the batch references
(internal, external...), and the batch dates (entry date, use-by date, etc.) If the item is not subject to batch management, the message "Item not managed by batch” is displayed.
Inventoried quantities are entered by batch in order to ensure traceability and to record discrepancies at each batch level. The “Items managed by batch” option - depending on
how this option is managed - displays or excludes all batch-managed items, or considers all items.
On the Enter inventory screen, batch references are accessed by double-clicking the appropriate line, or by using the [Additional functions - Batch detail option].
Depending on the inventory type, the following applies:
- For a full inventory, existing batch references cannot be modified. If a physically inventoried batch is not included on the list, you can enter the batch and its inventoried
quantity via the [Add an item] button. Batch references are mandatory, and a message prompts you to specify them, if need be, either by entering the relevant information or
by selecting an available batch from the inventory detail using the [Select a batch] button.
- For a partial inventory, the existing batch references can be modified, but in such cases, the computer inventory quantities are set to zero; this type of modification is like
referencing a new batch. Attention! In this case, the modified batch is no longer included on the list.
Validation
When the inventory is validated, the inventory discrepancies are carried over to the stock and have an effect on the batch detail. For each batch with a negative or positive
discrepancy, a movement (inventory-type movement) will record the effect on the batch. If the batch added to the inventory list does not exist, it will be created. If the list
includes a batch-managed item for which an inventoried quantity has been entered and the batch references are not specified, the inventory will not be validated. The event log
will display the following message in this case: "The batch information is not complete" (with the item code and the inventoried quantity). Inventory snapshots do not contain
the details of the batches that make up the stock.